PAIA Manual

1. Introduction

This manual is prepared in terms of section 51 of the Promotion of Access to Information Act, 2 of 2000 (“PAIA”), for Duits Met My Dansstudio (PTY) Ltd. Its purpose is to explain what records may be available from this private body, how access requests can be made, and how related privacy rights are handled alongside the Protection of Personal Information Act, 4 of 2013 (“POPIA”).

2. Details of the Private Body

3. Guide on How to Use PAIA

The Information Regulator has published a Guide on how to use PAIA and how to obtain access to records. The Guide explains the objects of PAIA, how to request access to records, what assistance is available from the Regulator, and what remedies are available if a request is refused or ignored.

• The Guide is available from the Information Regulator.
• PAIA request forms and complaint forms are also made available by the Information Regulator.
• Requesters should use the prescribed form for access to records when making a formal PAIA request.

4. Records Automatically Available Without a Formal PAIA Request

The following categories of records are generally available on the website or can usually be requested without going through the full formal PAIA process, subject to availability and operational practicality:

• Public website content, including services, pricing, blog articles and contact details
• General studio information and class descriptions
• General promotional material and social media content
• General booking and enquiry information that does not contain protected personal information

5. Records Held by the Private Body

Duits Met My Dansstudio (PTY) Ltd may hold records in the following categories, whether in paper or electronic form:

• Business registration, tax and statutory records
• Accounting records, invoices, quotations and payment records
• Client booking, attendance and enquiry records
• Marketing records, website records and social media records
• Supplier and service provider records
• Contracts and service agreements
• Employee or contractor records, if applicable
• Health and safety or incident records, if applicable

6. Records Held in Terms of Other Legislation

Where applicable, records may also be held in terms of legislation such as the Companies Act, the Income Tax Act, VAT legislation, labour legislation, PAIA, POPIA, and any other law that requires a private body to retain specific records.

7. Processing of Personal Information in Terms of POPIA

Duits Met My Dansstudio (PTY) Ltd may process personal information for legitimate business purposes, including responding to enquiries, booking lessons, managing customer communication, handling billing, and maintaining internal business records.

• Categories of data subjects: customers, prospective customers, suppliers, contractors, employees or job applicants, where applicable
• Types of personal information: names, contact details, booking details, communication history, billing information and other information reasonably required for service delivery
• Purpose of processing: client communication, service delivery, bookings, invoicing, legal compliance, internal administration and marketing where lawful
• Possible recipients: authorised internal staff, accountants, service providers, payment processors, website providers or regulators where required by law
• Security measures: reasonable technical and organisational safeguards appropriate to the size and nature of the business

8. How to Request Access to Records

A requester who wants access to a record that is not automatically available must submit a formal request using the prescribed PAIA request form. The request should contain enough detail to identify the record, the requester, the right being exercised or protected where applicable, and the form of access required.

• Use the prescribed request form issued for PAIA requests
• Send the completed request to the Head of the Private Body using the designated contact details
• Provide proof of identity and authority where necessary
• Describe the record clearly enough for it to be identified
• State the right you seek to exercise or protect, where required under PAIA for private body records

9. Fees

The applicable request fee, access fee and reproduction fee will be charged in accordance with the prescribed fees under PAIA where those fees apply. A personal requester is generally not required to pay a request fee for accessing personal information about themselves. Access may be refused until the prescribed fee, if any, has been paid.

10. Grounds for Refusal of Access

Access may be refused on grounds recognised by PAIA. These can include the protection of personal privacy, commercial confidentiality, legally privileged information, the safety of individuals, or where disclosure is prohibited by law.

11. Remedies Available if a Request Is Refused or Ignored

If a requester is dissatisfied with the outcome of a PAIA request, the requester may use any remedy that may be available under PAIA, including lodging a complaint with the Information Regulator or approaching a competent court, where appropriate.

12. Availability of This Manual

This manual is made available on the website of Duits Met My Dansstudio (PTY) Ltd. It may be updated from time to time as the business or legal requirements change.